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Letting process


Roadwork Ahead Sign

Lettings


Critical dates concept/Critical dates schedule

The Iowa DOT's Office of Contracts normally has a highway letting each month. These lettings give contractors the opportunity to bid on approximately 800 projects each year. These include interstate, primary and secondary road work and maintenance projects. The Iowa DOT also lets most city projects that involve federal aid.





Other construction documents

Contractors planning on bidding or quoting projects may also need the following construction documents.

  1. Standard specifications book
    The 2001 Standard Specifications for Highway and Bridge Construction book is available from the Iowa DOT's office supplies, telephone 515-239-1324, or by obtaining a subscription order form from the Office of Contracts, telephone 515-239-1414. Division 11 of these specifications describes the letting process and contractor’s responsibilities.

  2. Standard Road Plans
    The Standard Road Plans manual contains the standard drawings that are not reproduced in the plan. The standards that are designated on the plan are used for the contract. This book can be ordered by obtaining a subscription form from the Office of Contracts, telephone 515-239-1414, or from the Iowa DOT's office supplies, telephone 515-239-1324.

  3. Materials Instructional Memorandums
    The Iowa DOT's Office of Materials Instructional Memorandums (IMs) contain specific information about the procedures concerning the acceptance of materials. The Materials IMs can be ordered with a subscription form that is available from the Office of Contracts, telephone 515-239-1414, or from the Iowa DOT's office supplies, telephone 515-239-1324.

Addenda

Between the time of advertisement and the letting date, it is sometimes necessary to issue an addendum to correct or modify the contract documents. Addenda are faxed to contractors holding bidding proposals (verification of receipt is required).

An E-mail distribution is available for contractors and suppliers to receive all addenda.



Publishing of potential bidders

Potential bidders

Under the Iowa DOT's present policy, the list of contractors holding bidding documents is public starting two weeks prior to the letting. However, a written list will not be mailed or faxed. The information is available by telephoning the Office of Contracts and on the Internet at (www.bidx.com). If you, as a contractor, wish to remain anonymous prior to letting, you must make this request when you order bidding documents.


Bid openings

Bids are received and time stamped until the bidding deadline listed on the proposal the day of the letting at the Iowa DOT Office of Contracts.

After opening, all bids are reviewed for accuracy prior to being read. If the bid is incomplete or irregular, the bid is not read and the reason that it is not read is given at the letting. This is followed up by a letter to the contractor explaining why the bid was not read. To help prevent you from submitting an incomplete bid, the bid envelope has a checklist to remind you to do such things as sign the proposal, enclose the proposal guarantee, bid all items, etc.


Award of contracts

The Iowa DOT's policy is to award to the lowest responsible bidder within 30 days of the letting or reject all bids on the project. Contracts for state projects are normally sent to the contractor within one week of the letting. Contracts for city and county projects are sent to the local jurisdiction for their decision to award.

Signing Contract

A performance bond is required as specified in Article 1103.05 of the Standard specifications. The bond is to be at least 100 percent of the contract sum. The bond is held to cover all work included in the contract, whether performed by the prime or a subcontractor.

A current certificate of insurance must be on file with the Iowa DOT's Office of Finance before any contract can be awarded.


Bid tabulations

The tabulation of bids is printed after each letting. Bid tabulations for all projects or for certain categories of work can be ordered. The subscription form is available from the Office of Contracts or from Iowa DOT's office supplies.


Subcontracting

If you, as a prime contractor, wish to sublet any items in the contract, you must make the request on the Iowa form 830231 - Subcontract Request and Approval. All subcontracts are subject to the approval of the Contracting Authority before they are recognized as being valid. Subcontract Request and Approval forms are submitted with the signed contract to the contracting authority.

The total amount to be subcontracted may not exceed 50 percent of the contract amount unless a different percentage is designated on the proposal (Article 1108.01 of the Standard Specifications Book).


Contract administration

After a contract is signed, any questions concerning contract administration should be directed to the assigned project engineer.


Summary of awarded contract prices

English/Metric

The tabulation of bids is printed after each letting. Bid tabulations for all projects or for certain categories of work can be ordered. The subscription form is available from the Office of Contracts or from Iowa DOT's office supplies.


EEO/AA policy requirements

EEO/AA/DBE questions and answers

Equal employment opportunity (EEO) requirements to not discriminate, and affirmative action (AA) requirements to take affirmative action to assure equal opportunity shall apply to all contractors (prime contractors and subcontractors) that have been awarded a contract or subcontract that equals or exceeds $10,000.

Each contractor shall have an EEO/AA policy approved by the Office of Contracts prior to be awarded a contract. This EEO/AA policy shall be reviewed by the company and resubmitted each year.